Close out document for space projects
The purpose of this document is to mark the completion of the identification stage of the project by confirming that essential deliverables, documents and activities have been completed and lessons learned identified.
This table lists the required National Project Management System (NPMS) deliverables at the delivery close out of space projects (leased or crown accommodation), whether they are required or not for NPMS full, lite or ultra Lite, when and by who they were approved, and where the documents are located. (This table is only an example and contains no data. A dot means the document is required.)
| Responsibility | NPMS deliverable documents Footnote 1 | Project execution stream requirements | Approved by / Date | Electronic project filing structure (EPFS) document location (Note: delete file reference and indicate file location if different from EPFS location) |
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|---|---|---|---|---|---|---|---|---|---|
| Leased accommodation | Crown accommodation | ||||||||
| Full (F) Footnote 2 | Lite (L) Footnote 3> $1M | Ultra lite (UL) Footnote 4 > $250K- <$1M |
F | L > $1M |
UL > $250K -<$1M |
||||
| Project leader (PL) / Project manager (PM) |
Specific services agreement (SSA) | • | • | • | • | • | • | F_CLIENTS\01_Agreement\SSA | |
| PM | Approved project management plan (PMP) | • | • | A_NPMS\06_Planning\project management plan approval | |||||
| PM | Approved medium project management plan (MPMP) | • | • | A_NPMS\06_Planning\Project Management Plan Approval | |||||
| PM | Approved simplified project management plan (S-PMP) | • | • | A_NPMS\06_Planning\project management plan approval | |||||
| PL | Approval document (AD) - documented evidence of project leader acceptance of design development drawings and substantive construction cost estimate OR long form investment analysis report (LF-IAR) when amended project approval (PA) / expenditure authority (EA) submission is required to be sought | • | • | A_NPMS\07_Design | |||||
| PL | Approved Document (AD) - LF-IAR and Treasury Board (TB) Submission if required | • | • | A_NPMS\07_Design\IAR Signed (EA) A_NPMS\07_Design\TB Submission (EA) | |||||
| PL | Approved document (AD) - documented evidence of project leader acceptance of design development drawings and substantive construction cost estimate OR short form investment analysis report (SF-IAR) when amended PA/EA submission is required to be sought | • | A_NPMS\07_Design | ||||||
| PL | Approval document (AD) - SF-IAR | • | A_NPMS\07_Design\IAR Signed (EA) | ||||||
| PM | Product turn-over (PTO) - signed interim cert. of completion of lessee's improvements | • | • | • | D_LEASE\SALI\02_Deliverables\Interim Certificate of Completion of Lessee's Improvements | ||||
| PM | Product turn-over (PTO) - signed certificate of substantial performance (Interim) | • | • | • | C_CONSTRUCTION\Contract X \16_Cert Subst Perf\Signed Cert Subst Perf (S34) | ||||
| PM | Lessons-learned log | • | • | • | • | • | • | A_NPMS\05_Identification Close Out\Lessons Learned Documents | |
| PM | Lessons-learned report (required for projects with PCRA level 3 or higher) | • | • | • | • | A_NPMS\05_Identification Close Out\Lessons Learned Documents | |||
| PM | Approved close out document (COD) | • | • | • | • | • | • | A_NPMS\08_Delivery Close Out\close out document approval (CODA) | |
This table lists the required NPMS supporting documents at the delivery close out of space projects (leased or crown accommodation), whether they are required or not for NPMS full, lite or ultra lite, whether they are completed or not, and where the documents are located. (This table is only an example and contains no data. A dot means the document is required.)
| Responsibility | NPMS support documents | Project execution stream requirements | Completed (Yes / No / Not applicable) | Electronic project filing structure (EPFS) document location (Note: delete file reference and indicate file location if different from EPFS location) |
|||||
|---|---|---|---|---|---|---|---|---|---|
| Leased accommodation | Crown accommodation | ||||||||
| Full (F) Footnote 2 | Lite (L) Footnote 3 > $1M |
Ultra lite (UL) Footnote 4 > $250K- <$1M |
F | L > $1M |
UL > $250K -<$1M |
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| PL | Signed identification close out document (ICOD) | • | • | • | • | • | • | A_NPMS\05_identification close out\Identification close out document (ICOD) | |
| PM | Environmental compliance management program (ECMP) checklist | • | • | • | I_SPECIALIZED AREAS\Environmental Requirements\ECMP Checklist | ||||
| PM | Preliminary identification of env. services required (PIESR) | • | • | • | I_SPECIALIZED AREAS\Environmental Requirements | ||||
| PM | Commissioning assessment form | • | • | • | C_CONSTRUCTION\Contract X \14_Deliverables\Commissioning Docs | ||||
| PM | Risk management plan (project risk assessment, risk register, monitoring record) | • | • | • | • | • | • | A_NPMS\09_NPMS Supporting Documents\Risk Management Plan | |
| PM | Project master schedule | • | • | • | • | • | • | H_PROJECT MONITORING\01_Project Time Scope Budget\ Schedule | |
| PM | Project review advisory committee (PRAC) minutes | • | • | • | • | A_NPMS\09_NPMS Supporting Documents \PRAC | |||
| PL | Revised project complexity and risk assessment (PCRA) (if required to be revised) | • | • | • | • | A_NPMS\09_NPMS Supporting Documents \PCRA | |||
| PM | Substantive cost estimate (for EA, for implementation phase, and to obtain amended PA if required) | • | • | • | H_PROJECT MONITORING\01_Project Time Scope Budget\Budget | ||||
| PM | Substantive cost estimate (require only for amended PA and EA) | • | • | • | H_PROJECT MONITORING\01_Project Time Scope Budget\Budget | ||||
| PM | Sub agreement for lessee improvements (SALI) (for design services and for construction services) | • | • | • | D_LEASE\SALI\03_SALI X (replace with SALI no)\SALI Contract Documents | ||||
| PM | Lease contract award letter (copy) | • | • | • | D_LEASE\Lease | ||||
| PM | Lease documentation package (copy) | • | • | • | D_LEASE\Lease | ||||
| PM | Construction change order log | • | • | • | C_CONSTRUCTION\Contract X \06_Change Orders\Change Order Log | ||||
| PM | As-built documentation and O&M manuals | • | • | • | • | • | • | C_CONSTRUCTION\Contract X\14_Deliverables\As-built Drawings C_CONSTRUCTION\Contract X\14_Deliverables\O and M Manuals |
|
| PM | Occupancy permit | • | • | • | D_LEASE\SALI\02_Deliverables\Occupancy Permit | ||||
| PL | Occupancy instrument | • | • | • | • | • | • | A_NPMS\08_Delivery Close Out | |
| PM | Completed SIGMA performance indicators (for schedule, cost, scope) |
• | • | • | • | Not Applicable | |||
| PM | Consultant performance evaluation report Form (CPERF) | • | • | • | B_SERVICES\Service Contract X \07_Contract Close out\CPERF | ||||
| PM | Contractor performance evaluation report Form (CPERF) | • | • | • | C_CONSTRUCTION\Contract X \19_Contract Close out\CPERF | ||||
| PM | Commissioning report (if required) | • | • | • | • | • | • | C_CONSTRUCTION\Contract X\14_Deliverables\Commissioning Docs | |
| PL | Non compliance with Government of Canada (GC) workplace fit up standards - Monitoring form and Assistant Deputy Minister (ADM) decision (if applicable) | • | • | • | • | • | • | H_PROJECT MONITORING\05_Compliance and Audits\Fit-up Compliance Monitoring Form | |
| PM | Signed final certificate of completion of lessee's improvements (Note: Completion of this document and the required NPMS project execution stream deliverable and support documents identified above, constitute NPMS project delivery close out.) |
• | • | • | D_LEASE\SALI\02_Deliverables\Final Certificate of Completion of Lessee's Improvements | ||||
| PM | Signed certificate of completion (Final) (Note: Completion of this document and the required NPMS project execution stream deliverable and support documents identified above, constitute NPMS project delivery close out.) |
• | • | • | C_CONSTRUCTION\Contract X\17_Cert Completion\Signed Cert Compl (S34) | ||||
Prepared by:
Signature
Please print:
Name, title (role of project manager) and date
Agreed by:
Signature
Please print:
Name, title (role of project leader) and date
Approved by:
Signature
Please print:
Name, title (For NPMS full: role of project director / Regional manager project management; For NPMS lite and ultra lite: Senior project manager) and date
Cc: Property manager
This table lists the post project delivery close out activities of space projects (leased or crown accommodation), whether they are completed or not, and where the documents are located. (This table is only an example and contains no data. A dot means the document is required.)
| Responsibility | Post project delivery close out activities | Project execution stream requirements | Completed (Yes / No / Not applicable) | Electronic project filing structure (EPFS) document location (Note: delete file reference and indicate file location if different from EPFS location) |
|||||
|---|---|---|---|---|---|---|---|---|---|
| Leased accommodation | Crown accommodation | ||||||||
| Full (F) | Lite (L) > $1M |
Ultra lite (UL) > $250K- <$1M |
F | L > $1M |
Ultra lite (UL) > $250K -<$1M |
||||
| PM | Final space measurement | • | • | • | • | • | • | A_NPMS\08_Delivery Close Out | |
| PM | Completed warranty files (if applicable) | • | • | • | C_CONSTRUCTION\Contract X\14_Deliverables\Warranties | ||||
| PM | Completed contract files | • | • | • | • | • | • | B_SERVICES\Service Contract X\01_Consultant Contract\Contract Docs\Signed Contract (S32) C_CONSTRUCTION\Contract X \01_Contract\Contract Docs\Signed Contract E_GOODS\Goods Contract X \01_Supplier Agreement\Contract Docs\Signed Contract (S32) |
|
| PM | Project closed out in SIGMA | • | • | • | • | • | • | Not Applicable | |
Prepared by:
Signature
Please print:
Name, title (role of project leader) and date
- Date modified: